Email Etiquettes Ppt

Himanshu Dhaga (Manager Training)

Effective Email GuidelinesEffective Email Guidelines

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Contents Email Has Become Ineffective Poor Usage Examples Use Smart Subject Lines Think Before You Click Write for Action Reducing the Load Quality Communications Recommended Standards General Tips Call to Action

Email Has Become Ineffective It’s a double-edged problem Too many messages are floating

around Half are unnecessary The other half are ineffective

Fixing the problem lies on our shoulders

Poor Usage Examples

No subject lineNo subject line

Poor Usage

Action required and key points are Action required and key points are hidden in the messagehidden in the message

Poor Usage

-----Original Message-----From: Sent: Monday, January 08, 2001 5:46 PMTo: IMS OperationsSubject: Information I will be gone all day Tuesday/01-9-01 at an Operations Offsite Staff Meeting.I will be accessible via cell or pager listed below- Thanks

Misusing the global distribution listMisusing the global distribution list

Poor Usage

Discussion that could have been done Discussion that could have been done on the phoneon the phone

Use Smart Subject Lines

All messages should have clear and specific “Subject Lines” that describes the message content specifies if there are any actions required

& due dates mentions clearly who the message is for

Subject Line Template:TAG description [actions] [due date] [(EOM)]


Good Subject Line Examples FYI ONLY: Meeting minutes from 3/14 discussion WSR: Joe Smith – Operations WW17 ARs Included: Minutes from MRC, all ARs due Friday 4/1 DISTRIBUTE: Program POR updated & related information Bob, Joe: need you at noon meeting Wed w/ your updates AGENDA: Staff meeting Thurs 3/12 10:00 pm Mary: I will attend the WW FTF & present summary. (EOM)

Poor Subject Line Examples Weekly Minutes Here are the URLs Re: presentation (blank subject line) Unrelated subject line – sending an email with an old subject

line that does not relate to this message

TAG description [action] [due dates] [(EOM)]TAG description [action] [due dates] [(EOM)]


If you can type your entire message in the subject line and don’t need to write anything in the body of the message - do so!

Type (EOM) at the end of the subject line. EOM means “end of message”

Think Before You Click

Don’t automatically “REPLY TO ALL”.

Take one last look at your distribution list – is this email necessary for all recipients.

Once the email discussion goes beyond 2-3 replies anyway, it’s time to pick up the phone

Write For Action

In the first 1-3 lines of your email, specify what this email is about. Does it include action required? Does it require a reply back by a certain

date? What information is contained that the

reader will find necessary for their job?

Use the To: and Cc: addresses appropriately

Reducing the Load

Overloaded – system & recipient Use text messages every time you

can Status Reports, Meeting Minutes, Trip

Reports, Simple Proposals Use formatted documents when

necessary Spreadsheets, presentations, formal

documents Stop replies before they start

If a reply is not required, end your message with “(Reply Not Necessary)”

Quality Communications

Email is not the right communication tool when “quick response” is needed

Use email to convey non-sensitive or non-emotional information

Quality Communications

If an email discussion doesn’t end in 1-2 replies and get the results that are necessary – STOP

Ask yourself, are you sharing expertise, or just venting

Constructive confrontation or disagreements do NOT get resolved in email

Recommended Standards

Recommended Subject Line Tags: URG - Stop everything, read me

first HOT - Need immediate attention RSP - Need you to respond,

either way MTG - New/modified meetings FWD - Forward to your respective

group(s) HLP - Need information,

assistance with a problem FYI - Just for your information ACT - Needs action


Rules: No outlook templates or “pretty stationary"

when sending/replying messages Reply to sender only. Only "Reply to All"

when absolutely necessary PowerPoint Files: Zip all attachments. Large

files; use shared server or websites When possible, short messages should be

written in the subject line, with the EOM tag


Rules: No discussions in email. When people start

"talking" in email, please stop Carbon Copy your manager if you really

need to Do not use UPPER case alphabets unless

using it as a title. This gives a negative connotation (looks like you are yelling those words)

General Tips

Use Follow Up Flags. If you find you are on a distribution list you

don’t need to be on send a note to the originator to be removed.

If you get involved in an email discussion that you don’t need to be in ask to be taken off the distribution.

While forwarding the message delete the list of email addresses if not necessary

If you see someone else practicing bad email etiquette send a friendly note and ask them to correct it

Incoming Email Tips: Process your email in batches Don’t overreact to nuance in email

General Tips

General Tips

Font: Use standard font throughout the message

content Avoid colored fonts in a professional email Be very specific with the use of bold, italic

or underline font style Keep the size of the font visible and

constant Paragraph and line spacing should be

legitimate and visually appealing Avoid short forms or slang (e.g. ‘u’ instead

of ‘you’, ‘y’ instead of ‘why’, ‘r’ instead of ‘are’, etc)

ExamplesFrom: XYZSent: Monday, January 08, 2001 5:46 PMTo: ABCSubject: Information

Dear Sir,

With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, the issue to a higher level.

With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail.

Regards,XYZ


Dear Sir,

With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level

With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail.

Regards,XYZ


Dear Sir,

With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and

HENCE THERE WAS NO NEED TO ESCALATE THE ISSUE TO A HIGHER LEVEL WITH REFERENCE TO THE BELOW MENTIONED mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level

action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail.

Regards,XYZ


Dear Sir,

With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level

With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail.

Regards,XYZ

Call to Action

Implement these guidelines in your own email usage

It’s got to start with you Take this presentation to your

staff and request that they implement the guidelines


Questions & Comments


Thank YouThank You

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Email Etiquettes Ppt

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